The calendar can pivot to show your guides front and center — who’s working when, where the gaps are, and where someone’s blocked out. From this view you can also assign guides to many timeslots at once and set up recurring schedules, instead of opening one timeslot at a time.

To assign a guide to a single timeslot, see How to Assign Guides to Timeslots. This article covers viewing and assigning across your whole schedule.

Display your calendar by guide

1. Open the Calendar.
2. In the sidebar under Display Rows By, select Guides.

Each guide becomes a row, with their assigned timeslots shown as time + activity. Blackout days are marked, and unassigned days show a dash. This works in week, day, and month views.

Filter by guide 

In the sidebar’s Guides section, use the checkboxes to show or hide individual guides. You can also toggle:

• Show Guide Assignments — guide names on each timeslot card
• Show Guide Blockouts — blockout indicators
• Hide Timeslots With Guides — leaves only the timeslots that still need a guide, so you can spot gaps fast

Assign guides in bulk

1. Select the pencil icon in the upper right of the calendar navigation 
2. Choose the timeslots you want to staff — click individual cells, or click a day header to select the whole day.
3. In the floating action bar, choose Assign Guide.
4. On the Assign tab, each guide shows their status for the selected dates (Available, Assigned, or Blockout). Select the guide(s) and confirm.

If a selected guide is blacked out or already booked on an overlapping timeslot, TripWorks warns you before saving — it won’t double-book silently.

Assigning guides? Switch to the Activity view. 

The By Guide view is for visibility — seeing who's working when and spotting gaps. To actually assign or change a guide, set Display Rows By back to Activity, since assignment isn't available from the By Guide view.

 

Set up a recurring schedule

To put a guide on the same slots week after week, open Assign Guide and switch to the Recurring tab. Pick the guide(s), the days of the week, the activity, and the timeslot. TripWorks warns you if a chosen guide has a blockout on any of the recurring days.

Manage blockouts

Use the Blockouts tab in the same modal to add a blackout (with a date range and reason) or remove an existing one. Blackout reasons stay visible on hover in the calendar.

Notes

• Guide assignment is for internal scheduling only — it never appears on customer tickets or confirmation emails.
• Assigned guides can receive alerts. See Setting Up Guide Alerts and Notifications.